Notice of Meeting
A meeting of the Tararua District Council will be held in the Council Chamber, 26 Gordon Street, Dannevirke on Wednesday 25 March 2020 commencing at 1.00pm.
Blair King Chief Executive
Agenda
1. Present
2. Council Prayer
3. Apologies
4. Public Forum
A period of up to 30 minutes shall be set aside for a public forum. Each speaker during the public forum section of a meeting may speak for up to five minutes.
Standing Orders may be suspended on a vote of three-quarters of those present to extend the period of public participation or the period any speaker is allowed to speak.
With the permission of the Mayor, members may ask questions of speakers during the period reserved for public forum. If permitted by the Mayor, questions by members are to be confined to obtaining information or clarification on matters raised by the speaker.
5. Notification of Items Not on the Agenda
Major items not on the agenda may be dealt with at this meeting if so resolved by the Council and the chairperson explains at the meeting at a time when it is open to the public the reason why the item was not listed on the agenda and the reason why discussion of the item cannot be delayed until a subsequent meeting.
Minor matters not on the agenda relating to the general business of the Council may be discussed if the chairperson explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at that
meeting, but no resolution, decision or recommendation may be made in respect of that item except to refer it to a subsequent meeting.
6. Declarations of Conflicts of Interest in Relation to this Meeting’s Items of Business
7. Personal Matters
8. Confirmation of Minutes 5 Recommendation That the minutes of the Council meeting held on 26 February 2020 (as circulated) be confirmed as a true and accurate record of the meeting.
9. Any Matters Arising from the Minutes not otherwise dealt with in the Agenda
10. Community Boards and Community Committees Reports
10.1 Dannevirke Community Board 15
Recommendation
That the report of the Dannevirke Community Board meeting held on 2 March 2020 (as circulated) be received.
10.2 Eketahuna Community Board 21
Recommendation
That the report of the Eketahuna Community Board meeting held on 9 March 2020 (as circulated) be received.
10.3 Pahiatua On Track 26 Recommendation That the report of the Pahiatua On Track meeting held on 4 March 2020 (as circulated) be received.
10.4 Woodville Districts' Vision 28 Recommendation That the report of the Woodville Districts’ Vision meeting held on 3 March 2020 (as circulated) be received.
Tararua District Council – Notice of Meeting – 25 March 2020 Page 2
Note: Any of the Community Boards and Community Committees may send a representative to address the Council on any issues within the agenda or matters of interest to them.
11. Reports 11.1 Appointment of the Council's Electoral Officer 31
11.2 Audit and Risk Committee 38
Recommendation
That the report of the Audit and Risk Committee meeting held on 17 March 2020 (as circulated) be received.
11.3 Adoption of Council's Draft Annual Plan 2020/21 45 11.4 Staff Report 73
12. 2020 Local Government New Zealand Conference This year’s Local Government New Zealand annual conference (subject to it proceeding) will be held in Blenheim from 16 to 18 July 2020. The theme for the conference is “Natural Capital: Leveraging what makes your place great.” A copy of the conference programme is available on their website lgnz.co.nz. For the purpose of determining Council’s delegates to attend the following recommendation is made.
Recommendation
That the Mayor – Mrs T H Collis, Crs E L Peeti-Webber (Deputy Mayor), R A Treder and S M Wards be registered as the Council’s delegates to attend the annual Local Government New Zealand conference held in Blenheim from 16 to 18 July 2020.
13. Local Government New Zealand Annual General Meeting To determine the Council’s delegates to vote on its behalf at the Local Government New Zealand Annual General Meeting held on 18 July 2020 the following recommendation is made. Recommendation That the Council, being a member of Local Government New Zealand, appoint the Mayor – Mrs T H Collis as the presiding delegate to vote on its behalf at the Annual General Meeting of Local Government New Zealand held on the eighteenth day of July 2020 and at any adjournment thereof, and That the Deputy Mayor – Cr E L Peeti-Webber be appointed as the alternative delegate to vote on the Council’s behalf in the absence of the Mayor.
Tararua District Council – Notice of Meeting – 25 March 2020 Page 3
14. Portfolio Reports Councillors assigned the responsibility to undertake the portfolio for a specific activity can report back on any of these matters.
15. Mayoral Matters
16. Items not on the Agenda Accepted in Accordance with the Procedure Outlined as per Agenda Item 5
17 Public Excluded Items of Business Recommendation That the public be excluded from the following parts of the proceedings of this meeting, namely:
Chief Executive’s Performance Review The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48 (1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution follows. General subject matter Reason for passing this Ground(s) under to be considered resolution in relation to each Section 48 (1) for matter the passing of this resolution Chief Executive’s To protect the privacy of Section (1)(a)(i) performance review natural persons
This resolution is made in reliance on Section 48 (1) (a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by Section 6 or Section 7 of that Act or Section 6 or Section 7 or Section 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as follows: s7(2)(a) The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.
18. Closure
Tararua District Council – Notice of Meeting – 25 March 2020 Page 4
Minutes of a meeting of the Tararua District Council held in the Council Chamber, 26 Gordon Street, Dannevirke on Wednesday 26 February 2020 commencing at 1.00pm.
1. Present Her Worship the Mayor - Mrs T H Collis, Crs E L Peeti-Webber (Deputy Mayor), A K Franklin, S A Hull, C J Isaacson, P A Johns, K A Sutherland, R A Treder and S M Wards.
In Attendance Mr B King - Chief Executive Mr R Taylor - Governance Manager Mr R Suppiah - Chief Financial Officer Mr C McKay - Finance Manager Ms G Tracy - Financial Accountant Mr H Featonby - Alliance Planning Manager Ms E Roberts - Revenue Manager Mr C Lunn - Manager Regulatory Services Ms A Rule - Economic Development Advisor Mr P Sinclair - Community Assets and Property Manager Ms B Fowler - Financial Accountant
2. Council Prayer
2.1 The Mayor opened the meeting with the Council Prayer.
3. Apologies 3.1 Nil
4. Public Forum 4.1 Nil
5. Notification of Items Not on the Agenda 5.1 Nil
Meeting of Tararua District Council – 25 March 2020 Page 5
6. Declarations of Conflicts of Interest in Relation to this Meeting’s Items of Business 6.1 Cr Hull declared a conflict of interest regarding item of business 11.5 concerning Section 17A of the Local Government Act 2002 service reviews for the parks and reserves activity. 7. Personal Matters 7.1 Congratulations have been conveyed by the Mayor to acknowledge the following achievements: Francis Walshe, Rose Stewart, Theresa Mills, Kevin Barrow and Jo Donnelly - fifteen years of service each to St Vincent de Paul Ella, Brooklyn and Haiden Rankin - New Zealand Horse and Pony Nationals 8. Confirmation of Minutes 8.1 That the minutes of the Council meeting held on 29 January 2020 (as circulated) be confirmed as a true and accurate record of the meeting. Crs Hull/Isaacson Carried 9. Any Matters Arising from the Minutes not otherwise dealt with in the Agenda 9.1 Nil 10. Community Boards and Community Committees Reports 10.1 Dannevirke Community Board
10.1.1 That the report of the Dannevirke Community Board meeting held on 3 February 2020 (as circulated) be received. Crs Sutherland/Peeti-Webber Carried
10.2 Eketahuna Community Board
10.2.1 That the report of the Eketahuna Community Board meeting held on 10 February 2020 (as circulated) be received. Crs Treder/Hull Carried 10.2.2 Eketahuna Walk Pamphlets 10.2.2.1 A copy of the Eketahuna walk pamphlets produced by Eketahuna Camping Ground managers Loreen and Kerry Cunningham has been provided to Council’s economic development and communications department for their reference.
10.2.3 Anzac Mounted Troopers Anzac Day Event 10.2.3.1 The visit of the Anzac Mounted Troopers to join with Eketahuna community on Anzac Day is a significant event that shall form part of these commemorations this year.
Page 6 Meeting of Tararua District Council – 25 March 2020
10.2.4 Eketahuna Recycling Facility
10.2.4.1 The concern raised by a resident regarding the appearance of Eketahuna recycling facility is noted, as generally it is tidy and well maintained.
10.3 Pahiatua On Track
10.3.1 That the report of the Pahiatua On Track meeting held on 5 February 2020 (as circulated) be received. Crs Hull/Treder Carried
10.4 Woodville Districts' Vision
10.4.1 That the report of the Woodville Districts’ Vision meeting held on 4 February 2020 (as circulated) be received. Crs Johns/Sutherland Carried 10.4.2 Alliance Community Works Programme
10.4.2.1 The district’s Community Boards and Community Committees can contact either the Alliance Planning Manager or Alliance Delivery Manager regarding requests to their community works programme. 10.4.2.2 An example of support provided is two park benches that Tararua Alliance donated to Woodville Districts’ Vision for Fountaine Square. 10.4.3 Digital Sign
10.4.3.1 The intention for Woodville Districts’ Vision to sell advertising on its digital sign is noted, and they should ensure any New Zealand Transport Agency requirements in respect of that matter are fulfilled as the sign is situated on a state highway.
11. Reports
11.1 Six Months Performance for the Period Ending 31 December 2019
11.1.1 The Finance Manager elaborated on Council’s financial position and performance as at the midway point of this financial year, and variances to the revenue and expenditure budgets. 11.1.2 A favourable operating variance was achieved, and Council are on track to achieve 77% of its performance measures compared to 78% last year. 11.1.3 Council continue to undertake a community survey, with a planned total of 452 residents surveyed in the months of October, February and May. 11.1.4 Core debt as at 31 December 2019 is $25 million and $4 million short-term borrowing all with Local Government Funding Agency, and against a budgeted external debt position of $27 million.
Meeting of Tararua District Council – 25 March 2020 Page 7
11.1.5 External debt is predicted to be $33 million by year end, and while this is significantly higher than planned it is still lower than Council’s self-imposed limits on borrowing and much less than Local Government Funding Agency borrowing covenants. 11.1.6 The Chief Financial Officer outlined progress with the capital works programme that Council has used $12 million of its $29.3 million budget for this financial year. 11.1.7 The Revenue Manager spoke on work undertaken to manage rates debtors in arrears. As at 1 July 2019 there were 1,688 rating units in arrears, with 1,467 clearing the amount owed at 31 December 2019 leaving 221 with an arrears balance. 11.1.8 As at 14 February 2020 there are 177 with a remaining arrears balance. The total collected and approved write-off from 1 July to 31 December 2019 was $446,745 with a further $101,934 collected at 14 February 2020. 11.1.9 That the report from the Senior Financial Accountant dated 19 February 2020 concerning six months performance for the period ending 31 December 2019 (as circulated) be received and the contents are noted.
Crs Sutherland/Franklin Carried
11.2 Road Closures Requested Under the Tenth Schedule of the Local Government Act 1974
11.2.1 That the report from the Alliance Planning Manager dated 18 February 2020 concerning a road closures application under the Tenth Schedule of the Local Government Act 1974 (as circulated) be received, and That Council note one objection was forwarded to the consultation advertising regarding the Station Road near Tower Street intersection stage of the proposed road closures for the Club Targa motorsport event, and the applicant’s intentions to address the concerns raised, and That pursuant to Section 342 (1) (b) and the Tenth Schedule of the Local Government Act 1974, Council closes the following roads for the purpose of allowing Club Targa Incorporated to hold their motorsport event. Road name: Wimbledon Road - from the district boundary to Birch Road intersection Date of closure: Sunday 17 May 2020 Period of closure: 9.45am to 2.15pm Road name: Route 52 - from Birch Road intersection with Wimbledon Road to finish at its intersection with Herbertville Road Date of closure: Sunday 17 May 2020 Period of closure: 9.45am to 2.15pm Road name: Matamau Ormondville Road - at its intersection with Centre Road to finish at its intersection with Station Road Date of closure: Sunday 17 May 2020 Period of closure: 12.30pm to 5.00pm
Page 8 Meeting of Tararua District Council – 25 March 2020
Road name: Station Road - from its intersection with Matamau Ormondville Road to finish at its intersection with Matamau Ormondville Road Date of closure: Sunday 17 May 2020 Period of closure: 12.30pm to 5.00pm Road name: Matamau Ormondville Road - from its intersection with Station Road to finish at its intersection with Ormondville Te Uri Road Date of closure: Sunday 17 May 2020 Period of closure: 12.30pm to 5.00pm Road name: Ormondville Te Uri Road - from its intersection with Matamau Ormondville Road to finish at its intersection with Tourere Road Date of closure: Sunday 17 May 2020 Period of closure: 12.30pm to 5.00pm Road name: Tourere Road - from its intersection with Ormondville Te Uri Road to finish at its intersection with Ngahape Road Date of closure: Sunday 17 May 2020 Period of closure: 12.30pm to 5.00pm Road name: Ngahape Road - from its intersection with Tourere Road to finish two kilometres from its intersection with Hatuma Road Date of closure: Sunday 17 May 2020 Period of closure: 12.30pm to 5.00pm Conditions Applied to the Granting of these Road Closures 1. That Tararua Alliance in conjunction with the organiser will assess shortly prior to this event the condition of the roads involved to determine their suitability for this purpose. 2. That if Tararua Alliance identify any road or roads as being in an unsuitable condition arising from this assessment then they have the discretion to request the organiser to withdraw such road from the route of this event. 3. That shortly after the event has been held Tararua Alliance shall carry out a drive over of the roads that were closed for this event to assess their condition. Advisory Note That should Council incur any additional maintenance costs as a consequence of the event then those expenses shall be recovered from the event organiser.
Crs Johns/Sutherland Carried
11.3 Road Closures Requested Under the Tenth Schedule of the Local Government Act 1974 11.3.1 That the report from the Alliance Planning Manager dated 18 February 2020 concerning a road closures application under the Tenth Schedule of the Local Government Act 1974 (as circulated) be received, and That pursuant to Section 342 (1) (b) and the Tenth Schedule of the Local Government Act 1974, Council closes the following roads for the purpose of allowing Club Targa Incorporated to hold the Silver Fern New Zealand Rally motorsport event.
Meeting of Tararua District Council – 25 March 2020 Page 9
Road name: Maunga Road Date of closure: Thursday 26 November 2020 Period of closure: 9.25am to 5.20pm Road name: Te Uri Road Date of closure: Thursday 26 November 2020 Period of closure: : 9.25am to 5.20pm Road name: Manuhara Road Date of closure: Thursday 26 November 2020 Period of closure: 9.25am to 5.20pm Road name: Waihi Valley Road Date of closure: Thursday 26 November 2020 Period of closure: 9.25am to 5.20pm Road name: Towai Road Date of closure: Thursday 26 November 2020 Period of closure: 9.25am to 5.20pm Road name: Coonoor Road Date of closure: Thursday 26 November 2020 Period of closure: 9.25am to 5.20pm Road name: Birch Road Date of closure: Thursday 26 November 2020 Period of closure: 9.25am to 5.20pm Road name: Birch Road East Date of closure: Thursday 26 November 2020 Period of closure: 9.25am to 5.20pm Road name: Birch Road West Date of closure: Thursday 26 November 2020 Period of closure: 9.25am to 5.20pm Road name: Tahuokaretu Road Date of closure: Thursday 26 November 2020 Period of closure: 9.25am to 5.20pm Conditions Applied to the Granting of these Road Closures 1. That Tararua Alliance in conjunction with the organiser will assess shortly prior to this event the condition of the roads involved to determine their suitability for this purpose. 2. That if Tararua Alliance identify any road or roads as being in an unsuitable condition arising from this assessment then they have the discretion to request the organiser to withdraw such road from the route of this event. 3. That shortly after the event has been held Tararua Alliance shall carry out a drive over of the roads that were closed for this event to assess their condition. Advisory Note That should Council incur any additional maintenance costs as a consequence of the event then those expenses shall be recovered from the event organiser.
Crs Sutherland/Treder Carried
Page 10 Meeting of Tararua District Council – 25 March 2020
11.4 Delegations to Staff Performing Regulatory Functions
11.4.1 That the report from the Manager Regulatory Services dated 18 February 2020 concerning delegations to staff performing regulatory functions (as circulated) be received, and That Council approve the delegations set out in the schedule attached to this report to enable staff to deliver and fulfil the statutory responsibilities of the legislation relating to the regulatory functions specified. Crs Hull/Johns Carried
11.5 Works Liaison Committee
11.5.1 Cr Hull previously declared a conflict of interest concerning this item of business, and abstained from discussion and voting on the motion regarding that matter. 11.5.2 That following the completion of Section 17A of the Local Government Act 2002 service reviews for the parks and reserves activity Council adopt the recommendation staff proceed with the procurement process for the contracts relating to service delivery for this activity. Crs Johns/Wards Carried
11.6 Staff Report
11.6.1 Dannevirke Critical Water Shortage and District-wide Drought Conditions
11.6.1.1 Dannevirke water supply is currently operating on an emergency take of 65 litres per second, and this can be reduced by Horizons Regional Council when it is no longer sustainable to draw that level of water from the Tamaki River. 11.6.1.2 The current contingency plan if the Tamaki River drops and is unable to continue at 54 litres per second would include usage of KiwiRail’s rail tanker system similar to what they did in previous South Island earthquake events. 11.6.1.3 Water would be sourced from Palmerston North and pumped into the mains in a double shift arrangement, and that would provide nearly 20% of the total daily usage. 11.6.1.4 Water leaks are being followed up promptly to ensure they are rectified, and conservation by all users is essential until significant rainfall occurs to restore river levels which are being monitored. 11.6.1.5 The District Resilience Manager is applying emergency management principles and processes where the state of water supplies is critical while rivers remain in very low flows, thereby acknowledging the water shortage is part of a wider significant event affecting the region. 11.6.1.6 Norsewood and Pahiatua water supplies are next most at risk, with other water supplies in the district coping at this time despite low river flows.
Meeting of Tararua District Council – 25 March 2020 Page 11
11.6.1.7 Thanks are conveyed to Council staff for their work and commitment to dealing with this challenging situation and the issues involved. 11.6.2 Waihi Falls Track Upgrade
11.6.2.1 It is pleasing to note the work undertaken to upgrade Waihi Falls track, and enhance this area as an attraction for visitors. 11.6.3 Inaugural Tararua Golf Open Tournament
11.6.3.1 The inaugural Tararua golf open tournament was a very successful event held at Dannevirke and Pahiatua golf courses. 11.6.4 Illicit Dumping
11.6.4.1 The General Inspector is commended on the work occurring throughout the district to follow up and issue infringement notices where possible in relation to reports of illicit dumping of rubbish. 11.6.5 Internet of Things Water Meter Pulse Readers
11.6.5.1 The trial to install internet of things water meter pulse readers in Woodville to measure and report customer water use has been completed, and is now also to be rolled out in Dannevirke. 11.6.6 Programmes and Projects Office
11.6.6.1 Thanks are conveyed to Ara Yonge for the contribution she made to Council as its Programmes and Projects Manager, and best wishes extended for her new position and future plans. 11.6.7 That the report from the Chief Executive dated 20 February 2020 concerning an update on key projects and items of interest to the Council (as circulated) be received. Crs Hull/Isaacson Carried
12. Portfolio Reports 12.1 Events and Meetings
12.1.1 The Mayor and Councillors reported on the following official events and meetings they had attended:
Cr Franklin Tararua District Age on the Go Expo Committee meeting Tararua Health and Wellbeing Group meeting (also attended by Cr Wards) Tilt Renewables celebration of Tararua wind farm’s 20th anniversary (also attended by the Mayor and Cr Wards) Cr Peeti-Webber Provincial Growth Fund announcements for Central Hawke’s Bay
Page 12 Meeting of Tararua District Council – 25 March 2020
Deputy Mayor Dannevirke Community Board meeting Handover by the Crown of Pukaha Mount Bruce National Wildlife Centre to Rangitane o Tamaki nui a Rua (also attended by the Mayor) Dannevirke wheel park project meetings (also attended by the Mayor and Cr Treder) Under 18 men’s softball world cup tournament opening in Palmerston North Cr Sutherland Dannevirke and District A and P Association annual show (also attended by the Mayor, Crs Isaacson and Wards) Meeting with Napier City Council’s Chief Executive regarding Hawke’s Bay three waters regional project (also attended by the Mayor) Dannevirke to Herbertville four-wheel drive event Cr Treder Horizons Regional Council Passenger Transport Committee meeting Pahiatua On Track meeting Kick for Kevin fundraising event (also attended by the Mayor) Cr Johns Inaugural Tararua golf open tournament
Cr Wards Fish Akitio annual event
Cr Isaacson Meeting with Norsewood resident
Cr Hull Woodville Lions Club function to present Palmerston North rescue helicopter service with a donation of money raised from the annual coast to coast motorcycle ride (also attended by Cr Johns) Pahiatua Main Street upgrade meetings Mayor and Councillors Strategy and Policy Committee workshop Economic Development and Marketing Committee workshop 2021/31 Long Term Plan workshop Works Liaison Committee workshop 2020/21 Annual Plan workshop
12.2 Connectivity
12.2.1 Cr Franklin reported Connect Tararua Governance Group received confirmation their district connectivity project is approved and its full works programme will proceed, with sites for installing towers to be established by Christmas this year.
Meeting of Tararua District Council – 25 March 2020 Page 13
13. Mayoral Matters
13.1 Rangitane o Tamaki nui a Rua Memorandum of Partnership 13.1.1 It is the 20th anniversary of Council signing a Memorandum of Partnership with Rangitane o Tamaki nui a Rua, and consideration will be given to celebrating that milestone. 13.2 Community Remembrance Time for Victims of Christchurch Mosques Terrorist Attack 13.2.1 The Mayor has a remembrance candle each for Dannevirke, Woodville, Pahiatua and Eketahuna communities that are invited to observe a moment of silence on 15 March 2020 for the victims of the Christchurch mosques terrorist attack which happened on that day last year.
14. Items Not on the Agenda 14.1 Nil
There being no further business the Mayor thanked those present for their attendance and contributions, and declared the meeting closed at 3.06pm.
______
Mayor
Page 14 Meeting of Tararua District Council – 25 March 2020
Dannevirke Community Board
Minutes of a meeting of the Dannevirke Community Board held in the Council Chamber, 26 Gordon Street, Dannevirke on Monday 2 March 2020 commencing at 1.00pm.
1. Present Board Members P F Walshe (Chairperson), T J Hynes (Deputy Chairperson), W R Macdonald, K P Spooner-Taylor and Cr E L Peeti-Webber (Council appointed Community Board member).
In Attendance Mr B King - Chief Executive (for item 7.2) Mr R Taylor - Governance Manager
2. Apologies
2.1 Nil
3. Public Forum
3.1 Nil
3.2 It is noted the agenda item of business for Wilson Duff (Alliance Urban Supervisor) to attend the meeting is withdrawn, and his apology is conveyed due to another commitment.
4. Personal Matters 4.1 Nil
5. Notification of Items Not on the Agenda 5.1 Nil
6. Confirmation of Minutes
6.1 That the minutes of the Dannevirke Community Board meeting held on 3 February 2020 (as circulated) be confirmed as a true and accurate record of the meeting. Hynes/Spooner-Taylor Carried
Meeting of Tararua District Council – 25 March 2020 Page 15
7. Matters Arising from the Minutes 7.1 Community Walkway (Item 7.2)
7.1.1 Work to extend the community walkway down Cole Street is on hold while there are drought conditions and a critical water shortage as the project area is in close proximity to the town’s potable water supply network pipes.
7.2 Water Restrictions (Item 8.2)
7.2.1 Continued efforts from all sectors of the community has resulted in Dannevirke water supply being stable at this time, and with water usage dropping significantly since the beginning of the critical water shortage the impounded reservoir is slowly refilling.
7.2.2 Currently Dannevirke water supply is operating on an emergency take of 65 litres per second, and this can be reduced by Horizons Regional Council if it is not sustainable to draw that level of water from the Tamaki River.
7.2.3 With the level of the impounded reservoir showing some recovery and rain forecast this will help to make the water supply more resilient, and reduce the imminent need for more severe water restrictions.
7.2.4 The current contingency plan if the Tamaki River drops and is unable to continue at 54 litres per second would include usage of KiwiRail’s rail tanker system, with water sourced from Palmerston North and pumped into the mains in a double shift arrangement.
7.2.5 Big congratulations and thanks are conveyed to acknowledge everything that is being done by the community to save water, both in Dannevirke and across the district.
7.2.6 Local businesses and the farming sector have been incredibly understanding and cooperative, and are keen to do everything they can to help conserve water while the district is experiencing drought conditions and very low river flows. 7.3 Tararua District Council Land Information Officer (Item 11.3)
7.3.1 The Land Information Officer held a meeting with residents interested in the proposal to convert the privately owned accessway at 38 Laws Road, Dannevirke to a named road and re-allocate the addresses, with options for that purpose considered and determined.
7.4 Anzac Day Community Concert (Item 12)
7.4.1 The proposed programme and arrangements for this year’s Anzac Day community concert are being finalised, and Board Member Macdonald will report these details at the next meeting.
Page 16 Meeting of Tararua District Council – 25 March 2020
7.5 Dannevirke St John Health Shuttle Service (Item 15.1)
7.5.1 The Board’s Chairperson and Cr Peeti-Webber attended the combined meeting with St John and Dannevirke Health Shuttle volunteers to discuss proposed changes to future arrangements for the way bookings are received to use this service. 7.5.2 In representing the Board at that meeting the Chairperson requested it be noted he is very disappointed there was a lack of opportunity for input from Dannevirke Health Shuttle volunteers to the limited discussion concerning this matter.
8. Tararua District Council Report
8.1 That the report of the Tararua District Council meeting held on 26 February 2020 (as tabled) be received. Spooner-Taylor/Peeti-Webber Carried
8.2 Community Remembrance Time for Victims of the Christchurch Mosques Terrorist Attack 8.2.1 Board Member Spooner-Taylor will arrange a wreath from the Board for the Dannevirke community remembrance time on 15 March 2020 for victims of the Christchurch mosques terrorist attack which happened on that day last year.
9. Reports from Board Representatives Appointed to Organisations and Assigned Responsibilities 9.1 Tararua District Road Safety Group 9.1.1 The Chairperson reported on the Tararua District Road Safety Group meeting held on 5 February 2020, including reference to the following matters: The give way sign at the intersection of George Street and Riverdale Road was discussed relative to the feasibility and issues involved regarding its possible relocation. Accident statistics for the district were presented.
9.2 Dannevirke Chamber of Commerce 9.2.1 The Deputy Chairperson reported Dannevirke Chamber of Commerce is preparing an after five’s meetings schedule for this year, and their next proposed visit is to Pukaha Mount Bruce National Wildlife Centre. 9.2.2 It is pleasing to note there are fewer empty shops in High Street as some of the vacant buildings are now occupied. 9.3 Tararua Community Youth Services 9.3.1 The Deputy Chairperson reported Tararua Community Youth Services will shortly sign a significant contract with Ministry of Social Development to deliver services and programmes for 16 to 19 year olds not in employment, education and training, and/or are teenage parents.
Meeting of Tararua District Council – 25 March 2020 Page 17
9.4 Dannevirke Information Centre 9.4.1 Board Member Macdonald reported an appointment is still to be made to fill the vacant position of part-time assistant to provide back up for the Dannevirke Information Centre Manager. 9.5 Dannevirke and District A and P Association 9.5.1 Board Member Macdonald reported Dannevirke and District A and P Association were generally happy with the success of its annual show held from 31 January to 2 February 2020. 9.6 Replanting of Trees in Victoria Avenue 9.6.1 Board Member Macdonald reported the plan for replanting of trees in Victoria Avenue has been finalised to replace the London Plane trees previously removed, and that work will be undertaken this winter. 9.7 Dannevirke High School 9.7.1 The Chairperson reported he is endeavouring to arrange a Dannevirke High School student representative to liaise with the Board through attending its future meetings. 10. Correspondence 10.1 That the correspondence as listed be received. (a) Tararua District Age on the Go Expo Committee 25 January 2020 Re: Request for financial assistance towards costs of Age on the Go Expo district community event (b) Dannevirke Host Lions Club 16 February 2020 Re: Request for financial assistance with Dannevirke Town Hall hire charges relating to annual book sale fundraising community event
Macdonald/Spooner-Taylor Carried
10.2 Tararua District Age on the Go Expo Committee 10.2.1 That Tararua District Age on the Go Expo Committee be granted the sum of $400 from the Board’s discretionary funds as assistance towards the costs of arranging their Age on the Go Expo district community event held in the Woodville Sports Stadium on 23 April 2020.
Macdonald/Spooner-Taylor Carried
10.3 Dannevirke Host Lions Club 10.3.1 Board Member Hynes declared a conflict of interest regarding this item of business, and abstained from discussion and voting on the motion concerning that matter.
Page 18 Meeting of Tararua District Council – 25 March 2020
10.3.2 That Dannevirke Host Lions Club be granted the sum of up to $700 from the Board’s discretionary funds as assistance towards the cost of hiring Dannevirke Town Hall for their annual book sale fundraising community event held from 20 to 27 July 2020. Walshe/Macdonald Carried
11. Reports on Pamphlet Enough is Enough
11.1 A pamphlet was placed in letter boxes around town with names of board members to contact regarding vehicles speeding in town, and indicating enough is enough of such incidents happening and this unsafe behaviour should be stopped.
11.2 It is disappointing no details are included in the pamphlet to identify the person expressing this concern, and while board members can report information to police it is better contact be direct to them for their follow up and enforcement action to deal with the situation.
12. Christmas Trees Competition
12.1 The Chairperson is to pursue the idea of a Christmas trees competition and considering a suitable building to use for that purpose, with this proposal mentioned to the Fantasy Cave in terms of its feasibility.
13. Dannevirke Lower Domain Electric Barbecue
13.1 Dannevirke Host Lions Club has agreed in principle to support a project to provide an electric barbecue at the Dannevirke Lower Domain, and is seeking an indication of the costs involved.
14. Wheel Park Project
14.1 Cr Peeti-Webber is now Chairperson of the Dannevirke Wheel Park Steering Committee to coordinate planning of this project, and they have been meeting to discuss that matter.
14.2 To inform the process to design the facility a survey is being undertaken through schools and a link will be available on Council’s Facebook page to invite young people’s views on what they would like to see be provided.
14.3 Responses to this consultation can be forwarded up until the end of March 2020, and the outcome will then be discussed by the project’s committee to determine their intentions regarding the way forward to be progressed.
Meeting of Tararua District Council – 25 March 2020 Page 19
15. Community Forum Coffee Mornings
15.1 The Board will consider arranging community forum coffee mornings to be held during the month of May 2020.
16. Chairman’s Remarks
16.1 Nil
17. Items Not on the Agenda
17.1 Nil
There being no further business the Chairperson thanked those present for their attendance and contributions, and declared the meeting closed at 1.50pm.
______
Chairperson
Page 20 Meeting of Tararua District Council – 25 March 2020
Eketahuna Community Board
Minutes of a meeting of the Eketahuna Community Board held in the Eketahuna War Memorial Hall, corner of Jones Street and State Highway 2, Eketahuna on Monday 9 March 2020 commencing at 10.05am.
1. Present
Board Members C C Death (Chairperson), T M Carew, D F Clifton and Cr R A Treder (Council appointed Community Board member).
In Attendance
Mr R Taylor - Governance Manager Mr G Stantiall - Alliance Maintenance Supervisor (for item 8)
2. Apologies
2.1 That an apology be sustained from Board Member S C McGhie for non- attendance at the meeting.
Carew/Clifton Carried
3. Personal Matters
3.1 Nil
4. Notification of Items Not on the Agenda
4.1 Nil
5. Confirmation of Minutes
5.1 That the minutes of the Eketahuna Community Board meeting held on 10 February 2020 (as circulated) be confirmed as a true and accurate record of the meeting.
Carew/Treder Carried
Meeting of Tararua District Council – 25 March 2020 Page 21
6. Matters Arising from the Minutes
6.1 Local Community Groups Liaison Representatives (Item 6.2)
6.1.1 Representatives from Rural Support Trust, Police and the Alliance have been invited to attend the Board’s visit to Alfredton School on 30 March 2020 at 3.30pm to liaise with residents from that community.
6.2 Connecting with the Community (Item 6.3)
6.2.1 Four board members were present at the community forum held on 1 March 2020 from 12noon to 1.00pm in the Lazy Graze Cafe, and it is disappointing no residents attended that event.
6.3 Eketahuna Swimming Pool (Item 9.2)
6.3.1 Eketahuna Swimming Pool facility is being well used as the hot summer weather continues to occur.
7. Tararua District Council Report
7.1 That the report of the Tararua District Council meeting held on 26 February 2020 (as circulated) be received.
Clifton/Carew Carried
7.2 Community Remembrance Time for Victims of Christchurch Mosques Terrorist Attack
7.2.1 That the Board note on 15 March 2020 at 2.00pm in the Council Chamber at Dannevirke the district will join together as one to commemorate the day New Zealand as a nation showed unity, compassion and love in response to terrorism and an act intending to divide us, and
That given the district-wide arrangements made for this purpose the Board agree not to proceed with an event of remembrance locally.
Death/Clifton Carried
8. Eketahuna Roading Programme
8.1 The Alliance Maintenance Supervisor outlined the approach to undertaking work on the district’s roading network depending on the type and cycle of the programme involved, and through the budgets provided for that purpose.
8.2 Work was previously undertaken to establish new mobility parking locations in the Eketahuna town centre, and the Board support the intention to remove the corner part of the garden by Four Square to improve access to that disability car park.
Page 22 Meeting of Tararua District Council – 25 March 2020
9. Reports from Board Representatives Appointed to Organisations and Assigned Responsibilities
9.1 Tararua Emergency Management Committee
9.1.1 The Chairperson reported on the Tararua Emergency Management Committee meeting held in Dannevirke on 13 February 2020, including reference to the following matters: There is a critical water shortage in the Dannevirke impounded supply level due to very low river flows and little rain occurring. Mike Finucane (Fire and Emergency New Zealand Fire Risk Management Officer) is retiring. Due to the dry weather Horizons Regional Council placed restrictions on consent holders water take use, and there are some farmers that do not have alternative options in place through the installation of water tanks. Fire and Emergency New Zealand imposed a total fire ban in the district due to the very high to extreme conditions resulting from the dry weather. Scanpower, Fire and Emergency New Zealand and Council need to work together and agree on a district-wide map regarding where priorities would be in an emergency event. 10. Correspondence
10.1 That the correspondence as listed be received. (a) Loreen and Kerry Cunningham Re: Eketahuna Camping Ground January report (b) Tararua District Age on the Go Expo Committee 25 January 2020 Re: Request for financial assistance towards costs of Age on the Go Expo district community event (c) Eketahuna Our Town Incorporated 18 February 2020 Re: Request for payment of Eketahuna Information Centre funding (d) Eketahuna Our Town Incorporated Re: 13 February 2020 Committee meeting minutes and reports
Carew/Clifton Carried 10.2 Tararua District Age on the Go Expo Committee
10.2.1 That Tararua District Age on the Go Expo Committee be granted the sum of $250 from the Board’s discretionary funds as assistance towards the costs of arranging their Age on the Go Expo district community event held in the Woodville Sports Stadium on 23 April 2020.
Carew/Clifton Carried
Meeting of Tararua District Council – 25 March 2020 Page 23
10.3 Eketahuna Our Town Incorporated
10.3.1 Board Member Carew declared a conflict of interest concerning this item of business, and abstained from discussion and voting on the motion regarding that matter.
10.3.2 That the request from Eketahuna Our Town Incorporated to uplift $6037.29 of the funding grant for the Eketahuna Information Centre be approved.
Treder/Clifton Carried
10.3.3 Eketahuna Our Town Incorporated Annual General Meeting is held in the St John Hall on 12 March 2020 at 7.00pm.
11. Anzac Day
11.1 That the Board cover from its discretionary funds the cost of the traffic management plan for this year’s Anzac Day Eketahuna civic service parade based on the quote received from Traffic Management New Zealand of $1,089.50 (plus GST).
Death/Carew Carried
11.2 The MenzShed completed the memorial crosses made in honour and remembrance of eighty-three people from the Eketahuna community that died in the First World War.
11.3 Eketahuna/Mellemskov Museum has organised an Anzac Mounted Troopers afternoon tea event in the Nireaha Hall and War Memorial Library on 23 April 2020 from 1.00pm to 4.00pm to honour the memory of the local men who served in the Eketahuna Mounted Rifles.
11.4 Terry Kingi who leads the troopers will talk about the work he does with equine therapy and sufferers of post-traumatic stress disorder.
11.5 Widespread invitations have been extended to that event, and any proceeds or donations received will go to the Eketahuna/Mellemskov Museum or Terry Kingi’s group to support their work around the country.
12. Downer Tararua Sports Awards
12.1 The Chairperson encouraged nominations be submitted to the Downer Tararua Sports Awards various categories to recognise achievements in the 2019 year, with the closing date being 27 March 2020.
Page 24 Meeting of Tararua District Council – 25 March 2020
13. Chairperson’s Remarks
13.1 Eketahuna War Memorial Remembrance Site
13.1.1 The Chairperson was contacted by the Waitara Returned and Services Association President seeking details about the Eketahuna War Memorial remembrance site.
13.1.2 That information was requested as Waitara is in the early planning stages of redesigning its cenotaph surrounds, and when travelling to Masterton he photographed the set-up at the Eketahuna War Memorial remembrance site and conveyed his congratulations on it being truly magnificent.
13.2 Date of Board’s Next Meeting
13.2.1 The Board’s next meeting date is one week later than usual due to Easter, and will be held on 20 April 2020.
14. Items Not on the Agenda
14.1 Nil
There being no further business the Chairperson thanked those present for their attendance and contributions, and declared the meeting closed at 11.10am.
______
Chairperson
Meeting of Tararua District Council – 25 March 2020 Page 25 10.3 Pahiatua On Track Attachment 1 Pahiatua On Track minutes March 2020
Page 26 Meeting of Tararua District Council – 25 March 2020 10.3 Pahiatua On Track Attachment 1 Pahiatua On Track minutes March 2020
Meeting of Tararua District Council – 25 March 2020 Page 27 10.4 Woodville Districts' Vision Attachment 1 Minutes - Woodville Districts' Vision Meeting 3 March 2020
Page 28 Meeting of Tararua District Council – 25 March 2020 10.4 Woodville Districts' Vision Attachment 1 Minutes - Woodville Districts' Vision Meeting 3 March 2020
Meeting of Tararua District Council – 25 March 2020 Page 29 10.4 Woodville Districts' Vision Attachment 1 Minutes - Woodville Districts' Vision Meeting 3 March 2020
Page 30 Meeting of Tararua District Council – 25 March 2020
Report
Date : 19 March 2020 To : Mayor and Councillors Tararua District Council From : Sandy Lowe Risk Manager Subject : Appointment of the Council's Electoral Officer Item No : 11.1
1. Reason for the Report
1.1 To appoint an Electoral Officer for conducting the elections and polls concerning the Council and the district’s Community Boards.
2. Background
2.1 Section 12 of the Local Electoral Act 2001 requires at all times for the Council to have appointed an Electoral Officer to exercise the powers and duties associated with this position.
2.2 The Electoral Officer is responsible for conducting every election or poll within the district relating to the Mayor, Councillors and Community Board Members for Dannevirke and Eketahuna.
2.3 Their responsibilities as detailed in the Local Electoral Act 2001 are:
a. The compilation and certification of electoral rolls
b. The publication of any public notice relating to elections and polls and the calling of nominations, required to be given
c. Receiving nominations, candidate profile statements, and deposits required to be paid
d. Issuing and receiving ordinary and special votes and other official documents
e. The processing and counting of votes
f. The declaration of results
Meeting of Tararua District Council – 25 March 2020 Page 31
g. Receiving returns of electoral donations and expenses
h. Investigating possible offences and reporting alleged offences to the Police
2.4 The Electoral Officer is authorised to appoint the Deputy Electoral Officer and delegate or engage any person to carry out those powers or duties.
2.5 The Electoral Officer is required to make a declaration to undertake this role, and they remain in office until vacating the position whereby a successor is appointed.
2.6 The Chief Executive must not be appointed to act as an Electoral Officer, Deputy Electoral Officer or other electoral official unless the Council is satisfied that no other course of action is reasonably practicable in the circumstances.
3. The Current Situation
3.1 The Council previously appointed Sandy Lowe (Risk Manager) to the position of its Electoral Officer.
3.2 Sandy is taking a one year career break and has resigned from the position as Electoral Officer from the time she leaves, 3 April 2020.
3.3 The Electoral Officer role is governed by the Local Electoral Act and therefore though appointed by the local authority, is not subject to the directions of any local authority, local board, or community board in the exercise of powers or the carrying out of duties under this Act or regulations made under this Act.
3.4 Electionz.com has provided Council with an estimated fee of $29,155 to act as the Electoral Officer for the 2022 Triennial Elections. This is separate from the fee charged by Electionz.com to provide support to the Council in processing the voting papers for the elections.
3.5 Maria Brenssell, Committee Secretary, has expressed interest in taking on this role. Payment to Electoral and Deputy Electoral Officers is determined by the Electoral Officers’ Scale of Fees (attached).
3.6 Katrina Kerr will continue in her role as Deputy Electoral Officer, enabling her to provide support based on her experience in the role to either Electionz.com or Maria Brenssell.
4. Significance Assessment
4.1 The appointment of an Electoral Officer is a decision made by the Council, and it is not considered to be significant in terms of the Significance and Engagement Policy.
Page 32 Meeting of Tararua District Council – 25 March 2020
5. Options
5.1 The Council has two options in making this appointment, either through an in house arrangement or contracted out to an external provider such as Electionz.com.
5.2 The in-house option is more cost effective and retains the management of the Council’s elections locally.
6. Conclusion
6.1 To formalise the appointment of the Electoral Officer requires a resolution of the Council, and the following recommendation is made in respect of this matter.
7. Recommendation
7.1 That the report from the Risk Manager dated 19 March 2020 concerning the Appointment of the Council's Electoral Officer (as circulated) be received, and
7.2 That Maria Brenssell be appointed as the Council’s Electoral Officer for the Tararua District to conduct its elections and polls in accordance with the provisions of the Local Electoral Act 2001 and regulations made under this Act.
Attachments
1⇩. Electoral Officers Scale of Fees 2019-2022
Meeting of Tararua District Council – 25 March 2020 Page 33 11.1 Appointment of the Council's Electoral Officer Attachment 1 Electoral Officers Scale of Fees 2019-2022
Page 34 Meeting of Tararua District Council – 25 March 2020 11.1 Appointment of the Council's Electoral Officer Attachment 1 Electoral Officers Scale of Fees 2019-2022
Meeting of Tararua District Council – 25 March 2020 Page 35 11.1 Appointment of the Council's Electoral Officer Attachment 1 Electoral Officers Scale of Fees 2019-2022
Page 36 Meeting of Tararua District Council – 25 March 2020 11.1 Appointment of the Council's Electoral Officer Attachment 1 Electoral Officers Scale of Fees 2019-2022
Meeting of Tararua District Council – 25 March 2020 Page 37 11.2 Audit and Risk Committee Attachment 1 Audit and Risk Committee Minutes 17 March 2020
Audit and Risk Committee
Minutes of an Audit and Risk Committee meeting held in the Council Chamber, 26 Gordon Street, Dannevirke on Tuesday 17 March 2020 commencing at 1.00pm.
1. Present Mr K Ross (Chairperson), Her Worship the Mayor - Mrs T H Collis, Crs E L Peeti- Webber (Deputy Mayor), A K Franklin, S A Hull, C J Isaacson, P A Johns, R A Treder and S M Wards.
In Attendance Mr B King - Chief Executive Mr R Taylor - Governance Manager Mr R Suppiah - Chief Financial Officer Mr C McKay - Finance Manager Mrs S Walshe - Senior Financial Accountant Ms S Lowe - Risk Manager Mr H Featonby - Alliance Planning Manager Mr P Wimsett - Manager Strategy and District Development Mr D Le Mar - Financial Accountant Ms B Fowler - Financial Accountant Ms J McKenzie - Projects Coordinator Ms T Love - Programmes and Projects Support Ms G Tracy - Financial Accountant Mr B Rush - Health and Safety Coordinator Mrs A Howell - Risk Administrator
2. Apologies
2.1 That an apology be sustained from Cr K A Sutherland for non-attendance at the meeting.
Ross/Collis Carried
3. Notification of Items Not on the Agenda
3.1 Nil
Page 38 Meeting of Tararua District Council – 25 March 2020 11.2 Audit and Risk Committee Attachment 1 Audit and Risk Committee Minutes 17 March 2020 4. Reports
4.1 Health and Safety
4.1.1 That the report from the Risk Manager dated 10 March 2020 concerning health and safety (as circulated) be received, and That the Audit and Risk Committee note the following with regard to the focus on health and safety matters and this update: Emphasis is being placed on contractor management. The Health and Safety Committee is reviewing the current systems and processes for staff working alone. An annual review is being undertaken of the health and safety registers. All Council sites holding and using hazardous substances are compliant with the Hazardous Substances Regulations (2017). Council sites have been surveyed for asbestos containing materials, and an asbestos management plan is in place to manage any disturbance of these materials for regular maintenance, demolition, disturbance, intentional damage and fire/natural disaster. A SharePoint software system has been created to house everything relating to Council’s management of health and safety. The Health and Safety Coordinator role will be undertaken by Brook Rush of Manawatu District Council while the Risk Manager takes a one year leave of absence from this position. There has been a reduction in the number of accidents and near miss events noted with regard to Council activities in the last year.
Ross/Johns Carried
4.2 Risk Management
4.2.1 That the report from the Risk Manager dated 10 March 2020 concerning risk management (as circulated) be received, and That the Audit and Risk Committee note the risks arising from the spread of coronavirus causing a human disease pandemic, and the actions taken by Council through its continuity planning to respond to such an event impacting on the district’s communities, and That Council through its Long Term Plan continue to place emphasis on building resilience into the provision of the district’s water supplies to manage demand and the risks arising from climate change and population growth, noting the impact of the current drought and the critical water shortage crisis being experienced.
Hull/Treder Carried
Meeting of Tararua District Council – 25 March 2020 Page 39 11.2 Audit and Risk Committee Attachment 1 Audit and Risk Committee Minutes 17 March 2020
4.3 Project Risk Management
4.3.1 That the report from the Project Manager dated 10 March 2020 concerning project risk management (as circulated) be received, and That the Audit and Risk Committee note the organisational approach and framework developed and implemented as part of strengthening the way Council projects are managed with regard to risk, and That the application of this approach to assess planning for risks relating to projects and capital works proposed in the 2020/21 Annual Plan is acknowledged.
Johns/Wards Carried
4.4 Draft Audit New Zealand Management Report
4.4.1 That the report from the Senior Financial Accountant dated 10 March 2020 concerning the Draft Audit New Zealand management report (as circulated) be received, and That the Audit and Risk Committee acknowledge an unmodified audit opinion was issued by Audit New Zealand in respect of the 2018/19 Annual Report, and note the following matters arising from the audit: The need to ensure the quality and timeliness of information completed by Council is as per the agreed audit plan. The reporting issue of non-consolidation of Tararua Aquatic Community Trust’s financials is still outstanding. The Principals Group for the IT Alliance operational agreement is working towards implementing more formal monitoring of the project schedule.
Hull/Franklin Carried
4.5 Progress with Audit New Zealand Findings and Recommendations
4.5.1 That the report from the Finance Manager dated 10 March 2020 concerning progress with Audit New Zealand findings and recommendations (as circulated) be received, and
That progress by management in implementing the Audit New Zealand recommendations is noted and acknowledged, with six issues being closed in the Draft Audit Management Report, and
That the Audit and Risk Committee acknowledge management is taking action to address the four outstanding Audit New Zealand recommendations, and it shall continue to provide updates on this matter as progress is made, and
Page 40 Meeting of Tararua District Council – 25 March 2020 11.2 Audit and Risk Committee Attachment 1 Audit and Risk Committee Minutes 17 March 2020
That the Audit and Risk Committee note the new Audit New Zealand recommendation regarding the IT Alliance operational agreement, and the intention that the Principals Group shall work towards implementing more formal monitoring of the project schedule.
Hull/Ross Carried
4.5.2 The meeting adjourned at 1.55pm, and resumed at 2.15pm.
4.6 Adoption of Council's Draft Annual Plan 2020/21
4.6.1 That the report from the Finance Manager dated 10 March 2020 concerning adoption of Council's Draft Annual Plan 2020/21 (as circulated) be received, and That the recommendation regarding this matter is recognised as being significant in terms of Council’s Significance and Engagement Policy, and That the Audit and Risk Committee recommend to Council in accordance with Section 100 of the Local Government Act 2002, the Draft Annual Plan 2020/21 budgets have been prepared based on reasonable judgement and assumptions, and it considers the projected financial results, including the projected operating deficit (section 8.1.6) to be financially prudent given its financial position, and That the Audit and Risk Committee recommend to Council the Consultation Document and Draft Annual Plan and the Fees and Charges Schedule for the 2020/21 financial year be adopted for consultation (subject to the correction of any typographical errors or changes which may be required), and with the addition of reference to the developments regarding coronavirus in the Mayor’s message, and That the Audit and Risk Committee recommend to Council the activities of solid waste management, animal control, footpaths, parks and reserves and cemeteries fall outside the funding limits of its Revenue and Financing Policy.
Johns/Hull Carried
4.7 New Zealand Transport Agency Technical Audit
4.7.1 That the report from the Alliance Planning Manager dated 10 March 2020 concerning the New Zealand Transport Agency technical audit (as circulated) be received, and That the Audit and Risk Committee note the overall assessment from this audit is a positive outcome, with no major improvements required or any compliance breaches identified in respect of giving New Zealand Transport Agency assurance it is receiving value for money and risks are being appropriately managed, and That the Audit and Risk Committee acknowledge the intention of the Alliance leadership team to implement plans to address the New Zealand Transport Agency recommendations for making improvements regarding activity
Meeting of Tararua District Council – 25 March 2020 Page 41 11.2 Audit and Risk Committee Attachment 1 Audit and Risk Committee Minutes 17 March 2020
management planning and data quality recording and reporting processes.
Collis/Hull Carried
4.8 Process to Seek Expressions of Interest for the Audit and Risk Committee Chairperson Appointment
4.8.1 The Chairperson declared a conflict of interest regarding this item of business, and withdrew from the Council Chamber while that matter was considered.
4.8.2 The Mayor chaired the discussion and voting on the motion during this part of the meeting.
4.8.3 That the report from the Chief Financial Officer dated 10 March 2020 concerning the process to seek expressions of interest for the Audit and Risk Committee Chairperson appointment (as circulated) be received, and That the proposed roles and responsibilities along with the draft advertisement to seek expressions of interest for consideration to the appointment to this position be agreed subject to including the following amendments: Add financial acumen to the attributes required of an ideal Chairperson. Change the wording in the third bullet point of attributes required of an ideal Chairperson to read “able to work constructively with management and Council members”. Specify the appointment to this position shall extend to the period until year one of the new Council following the 2022 election. And that the interview panel for this purpose comprise Her Worship the Mayor - Mrs T H Collis, Cr S M Wards (Strategy and Policy Committee Chairperson), Cr S A Hull (Economic Development and Marketing Committee Chairperson), Cr K A Sutherland (Works Liaison Committee Chairperson), Mr B King (Chief Executive) and Mr R Suppiah (Chief Financial Officer).
Wards/Treder Carried
4.8.4 The Chairperson returned to the Council Chamber following the completion of determining this item of business, and assumed the chair for the remainder of the meeting’s proceedings.
4.8.5 The meeting adjourned at 3.25pm, and resumed at 3.38pm.
5. Notified Items Not on the Agenda
5.1 Nil
Page 42 Meeting of Tararua District Council – 25 March 2020 11.2 Audit and Risk Committee Attachment 1 Audit and Risk Committee Minutes 17 March 2020 6. Public Excluded Items of Business
6.1 That the public be excluded from the following parts of the proceedings of this meeting, namely: Alliance performance framework audit Alliance financial audit The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48 (1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution follows. General subject matter Reason for passing this Ground(s) under to be considered resolution in relation to Section 48(1) for the each matter passing of this resolution Alliance performance To protect the Section (1)(a)(i) framework audit commercial position of a third party
Alliance financial audit To protect commercial Section (1)(a)(i) activities
This resolution is made in reliance on Section 48 (1) (a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by Section 6 or Section 7 of that Act or Section 6 or Section 7 or Section 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as follows: s7(2)(b)(ii) The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information. s7(2)(h) The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.
Wards/Johns Carried
6.2 Alliance Performance Framework Audit
6.2.1 That the report from the Chief Financial Officer dated 10 March 2020 concerning the Alliance performance framework audit (as circulated) be received, and
Meeting of Tararua District Council – 25 March 2020 Page 43 11.2 Audit and Risk Committee Attachment 1 Audit and Risk Committee Minutes 17 March 2020
That progress and achievements made by the Alliance management team as commended by the auditing team be noted along with their recommendations for the 2018/19 financial year to keep the performance framework relevant and aligned to the strategic intent and detailed requirements of the Council.
Ross/Collis Carried
6.3 Alliance Financial Report
6.3.1 That the report from the Chief Financial Officer dated 10 March 2020 concerning the Alliance financial audit (as circulated) be received, and That the efforts of the Alliance management team and the Principals Group to ensure that the pain/gain pool calculated fairly reflects the financial performance for the 2018/19 financial year is noted and acknowledged.
Johns/Hull Carried
6.4 That open meeting be resumed.
Ross/Collis Carried
6.5 That the decisions taken with the public excluded be confirmed in open meeting.
Ross/Collis Carried
7. Health and Safety and Risk Management
7.1 Presentations were made in a workshop briefing session for the purpose of discussion and information on the following matters: Risk Manager - Health and safety induction Risk Manager - Overview of Council’s risk management framework There being no further business the Chairperson thanked those present for their attendance and contributions, and declared the meeting closed at 4.05pm and the workshop briefing session at 4.55pm.
______
Chairperson
Page 44 Meeting of Tararua District Council – 25 March 2020
Report
Date : 19 March 2020 To : Mayor and Councillors Tararua District Council From : Cameron McKay Finance Manager Subject : Adoption of Council's Draft Annual Plan 2020/21 Item No : 11.3
1. Reason for the Report
1.1 This report is as recommended by the Audit and Risk Committee to adopt the following documents for public consultation on the 2020/21 Draft Annual Plan;
the Draft Annual Plan 2020/21, Draft Fees and Charges, and Annual Plan Consultation Document – “A Range of Opportunities”
2. Background
2.1 Council must prepare an Annual Plan for each financial year as required by Section 95 of the Local Government Act 2002.
2.2 The Annual Plan is defined by sections 95(5) and (6) of the Local Government Act and requires that Council present an account of significant changes from the Long Term Plan for the year in which the Annual Plan is being developed, and include all relevant financial and funding impact statements for the year in which the Annual Plan is being prepared. The Act also states that clear reference needs to be made to the relevant parts of the Long Term Plan.
2.3 Council held a series of workshops in January and February 2020 to determine the service levels, capital programme, fees and charges, activity expenditure and rates requirement for the Draft Annual Plan 2020/21.
2.4 These workshops, and the preparation of the Draft Annual Plan 2020/21 has been prepared prior to the escalation of the COVID-19 virus pandemic.
Meeting of Tararua District Council – 25 March 2020 Page 45
3. Consultation with the Community
3.1 Council will be formally consulting on this Annual Plan as the rates increase proposed is significantly higher than the rates limits set in the Financial Strategy. This requires a formal Consultation Document to be publically available named “A Range of Opportunities”. This has been attached in Appendix 1.
3.2 Overall, the theme for the Consultation Document for the rates increase is around growth, and meeting legislative compliance requirements.
3.3 Council must put forward practicable options for ratepayers to consider. Management is proposing two items for the community to consider to further reduce the rates impact, but carefully highlighting the consequence or opportunity lost for the alternative options. These items are:
Growth projects – Council’s preferred option is to be enabling, the proposed alternatives are to not undertake any growth projects or the urban zone research.
Pensioner Housing Units – This is a self-funding activity, with surplus funds used to reduce Council’s total external debt. Council’s preferred option is to build 6 new units, with the alternative of not building any units achieving a reduction in debt and a minor rates saving.
3.4 The consultation period will run from 6th April to 8th May, informing the public of Council’s planned activities and financial position for the 2020/21 Annual Plan. Due to the rapid developments of the COVID-19 virus pandemic, it is not possible to undertake face-to-face consultation by way of community meetings. Therefore, we plan to consult with the community in the following mechanisms:
The Consultation Document and supporting information being publicly available on the Council website and at Council’s service centres. Media releases through the Bush Telegraph, including a center spread feature, Rates mock invoice sent to each ratepayer, Video releases on Council’s website and Facebook explaining the key issues in the Annual Plan.
4. Significance Assessment
4.1 The Draft Annual Plan 2020/21 continues the priorities of efficient local infrastructure, public services and regulatory functions as consulted on through the Long Term Plan (LTP).
4.2 The proposed changes recommended triggers the Council’s Significance and Engagement Policy under the criteria: “The degree to which the issue / decision has a new financial impact on Council or the rating levels of its communities”
Page 46 Meeting of Tararua District Council – 25 March 2020
4.3 Council is proposing an increase of 5.97%, exceeding the rates limit of Local Government Cost Index plus 2%, being 4.20%.
4.4 Council is consulting formerly with the community on the proposed rates increase.
5. Financial Strategy Key Issues
5.1 The 2018/28 Long Term Plan Financial Strategy highlighted the issues facing the Council and its response to these issues over the course of the Long Term Plan (LTP).
5.2 The key issues that shaped the Financial Strategy were vulnerability to natural hazards – particularly the effects of climate change, impacts of changing regulations, and economic development – including the demands from the potential of modest growth.
5.3 The response to the above issues resulted in Council committing to a significant capital programme to improve resilience and to upgrade ageing infrastructure, and to meet increasing environmental and health standards. The result of this is forecast debt increasing significantly to $40 million by 2024/25.
5.4 The Financial Strategy also noted the shift in the mix of funding from subsidies and other revenue to rates funding. Rates funding accounted for 49% of revenue in year 1 of the 2009/19 LTP, increasing to 66% for year 1 of the 2018/28 LTP. The trend of increasing reliance on rates funding exposes Council to a risk of a concentrated source of funding.
5.5 These issues are consistent in the Draft Annual Plan, but have materialised to have an even greater impact than planned in the 2018 Long Term Plan. The key changes and drivers for the 2020/21 Annual Plan are highlighted in section 7 below.
6. Source of Funding Mix
6.1 During the 2018/28 Long Term Plan Council agreed to a pricing strategy to provide guidance on setting fees and charges.
6.2 The Financial Strategy showed a shift in the mix of funding from subsidies and other revenue to rates funding. The trend of increasing reliance on rates funding exposes Council to a risk of a concentrated source of funding.
6.3 In response to this risk, Council has reviewed its fees and charges in line with the pricing strategy set during the LTP and continues to actively pursue external subsidies to contribute to the funding of infrastructure.
6.4 Council has increased its fees and charges in the Annual Plan. The key changes are:
Refuse disposal to continue full cost recovery accounting for the increase in carbon and waste levy’s.
Meeting of Tararua District Council – 25 March 2020 Page 47
Increased regulatory services fees to reflect both increased demand for services and increased costs to deliver the levels of service. Pensioner housing rental increases to reflect the quality of the units and the overall increase in market rentals in the district. 6.5 The table below highlights the effect of these changes on the mix of Council’s funding sources:
Year Rates Subsidies Fees & Other Charges Revenue
2009/19 LTP – Yr 1 49% 38% 10% 3%
2012/22 LTP – Yr 1 60% 26% 13% 1%
2015/25 LTP – Yr 1 62% 26% 9% 3%
2018/28 LTP – Yr 1 66% 26% 8% 1%
2019/20 Annual 58% 33% 8% 1% Plan
2020/21 Draft 64% 27% 9% 1% Annual Plan
6.6 The draft fees and charges displays the proposed fees against the fees currently charged. This is uploaded to the Council Dashboard for reference.
Page 48 Meeting of Tararua District Council – 25 March 2020
7. Key changes between the Draft Annual Plan and the Long Term Plan
7.1 Rates Increase
The overall proposed rates increase for 2020/21 Draft Annual Plan is 5.7%. This is higher than the 3.88% increase forecast in the Long Term Plan and exceeds the rates limit of 4.20% set in the Financial Strategy.
It also ensures that Council continues to fund depreciation reserves at the levels agreed in the Long Term Plan achieving the outcome of “financial sustainability”.
Year Current year LTP Year 3 Indicative 2019/20 2020/21 Annual Plan 2020/21 Rates increase % 4.20% 3.88% 5.97% Rates Limit* 4.30% 4.17% 4.20% Exceed rates limit? No No YES
The following graph details the rates requirements (changes from the current year). These changes have been grouped in the catagories below, and are explained throughout this section of the report.
Meeting of Tararua District Council – 25 March 2020 Page 49
The graph below illustrates the drivers of the proposed rates increase grouped into categories. Council has already removed or delayed a number of costs in order to bring the increase down to 5.97%. As the graph shows, there is limited capacity to reduce the proposed rates increase, to within the limits in the financial strategy, without compromising the services Council has committed to and not meeting the principles of prudence in the LTP.
7.2 Business as Usual
Council is often a ‘price taker’ for many costs, with little to no ability to negotiate prices. An example of this is insurance, where Council has faced large premium increases. This is as a result of the increased frequency of severe natural disasters within New Zealand impacting on the risk premium that insurance companies charge.
The solid waste contracts that include recycling and transfer station operations are due for renewal early in the 2020/21 Annual Plan. Recycling costs are expected to increase substantially now that China is no longer accepting recycling from much of the world, as has been experienced by other councils who provide recycling services. The cost to process recycling in New Zealand is a lot higher that China.
7.3 Growth, Demand for Services, Levels of Service:
7.3.1 The district is experiencing growth in population significantly beyond the high growth assumption in the Long Term Plan. To ensure Council continues to meet its current levels of service and to be enabling for growth, resourcing, both internally and with the use of technical experts have been budgeted for to enable a district plan review. Resourcing has also been included in the building team by the way of two cadetships due to an increasing trend in consents for building activity and a national shortage of building officers. Building fees have been increased to fund the cadetship programme.
7.3.2 Council plans to invest in extending its pensioner housing portfolio beyond what has been budgeted. Pensioner housing is a self-funding activity for Council and surpluses built up over time form a reserve that can be applied to maintenance or new builds. When not being used this reserve is applied to reducing Council debt.
7.4 Risk and Resilience
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A significant driver for the rates increase is to meet Council’s outcome of mitigating risk and improving resilience in the infrastructure across the district.
As Council builds new infrastructure the overall operating costs increase. Not only do we need to fund direct operating costs like electricity and chemical treatment, but it also needs to cover costs like interest and repayments on debt to build the plant and fund depreciation. Council plans to commission the Pahiatua Water Treatment Plant this calendar year. The operating increase for this new plant is a significant driver on the overall rates increase.
Increased compliance following the Havelock North Inquiry adds an additional layer of cost compared to what was planned in the 2018/28 LTP when it comes to providing water services. The costs of operating treatment plants and treating water to meet new drinking water standards have already increased significantly.
To utilise the remaining New Zealand Transport Agency (NZTA) funding in the 3 year funding block, management have proposed increasing sealed pavement maintenance, improving the longevity of the road pavement by 10 years on average. This has added $450,000 to the budget of which $295,000 is funded by NZTA.
7.5 External Debt
Council’s external debt has increased to $37.7 million versus $28 million as provided for in the Long-Term Plan. This is mainly due to significant projects incurring additional requirements after the detailed design phase, and significant unplanned expenditure from emergency works due to climate events.
Council is taking advantage of extremely low interest rates to fund projects and increased costs through borrowing. Despite the debt increase Council maintains a strong balance sheet and is within its self-imposed debt benchmarks, which are significantly lower than many other councils across New Zealand. Council also has significant headroom to increase its debt benchmark should this be required due to unforeseen events.
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7.6 Distribution of Changes of Rates
7.6.1 The increases outlined above have impacted on both general rates, having a greater impact on properties with higher land values (mainly rural), and targeted rates, affected properties mainly being those connected to water services (mainly urban).
7.6.2 The district is currently being impacted economically by a combination of the severe drought, and the emerging COVID-19 pandemic. The UAGC has been increased to 29.67%, marginally below the 30% legislated rates cap. This has had the effect of balancing the sector rates, and lessoning the impact on rural properties with higher land values.
7.6.3 The graph below groups assessments into bands by the absolute dollar increase, for each sector.
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7.6.4 It shows 87% of all properties have an increase less than $200. Ninety Seven percent (97%) of urban properties have an increase of less than $150. Seventy Six percent (76%) of rural properties have a proposed increase less than $200. The size and value of the larger rural and industrial/commercial properties mean they have a higher absolute increase, but retain the same relative (percentage) increase as other properties.
7.6.5 The graph below groups assessments into bands by the relative percentage increase, for each sector.
7.6.6 It shows 90% of properties will have an increase between 3% and 6%. The significant outliers are due to changes to the underlying assessment. Examples include adding new buildings that have additional sercie connections, amalgamations that increase the charge of the remaining property, but remove the charge from the amalgamated property, and valuation changes to the properties.
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7.6.7 The following infographic in the Consultation Document highlights a sample property from each sector and the impact each week of the rates increase.
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7.7 Capital Programme
The budgeted capital programme for the 2020/21 Annual Plan is $16.8 million, compared to the LTP budget of $19.3 million. Most of the programmes in the Annual Plan 2020/21 are as per what was indicated in the 2018/28 Long Term Plan. New projects in addition to what was contained in the LTP have been agreed through Council workshops. These are:
Project Budget AP Comment 20/21
Build new Pensioner Units 700 To build new units
Woodville Water 650 Upgrade to address issues found during the Treatment Plan Upgrade Woodville water shortage
District Signage Renewal 100 Replace signs within the district with new Council branding.
Wastewater Dissolved Air 200 Results of the DAF plant trial in Pahiatua show Floatation (DAF) Plant significant improvement in water quality discharged into the river. Budget is to purchase the plant equipment.
Woodville Swimming Pool 51 Renew roof and skimmers for the pool. Renewals
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Significant projects deferred/deleted from the capital programme are identified in the table below: Project Budget AP LTP Year Comment 19/20 3
Route 52 upgrade Nil 4,000 NZTA funding not available – deferred until external funding available.
Wastewater pipeline from Nil 1,900 Removed – renewing consent for Eketahuna to Pahiatua wastewater in Eketahuna
Connectivity projects – 200 200 Deferred to 21/22 year – awaiting wireless and mobile government funding decisions. blackspots funding
Woodville Transfer Station Nil 125 Removed Purchase
Pahiatua Admin Building 300 Revisit once detailed costings Strengthening received – likely to be year 1 2021 LTP and significantly more Woodville Old Admin 140 expensive. Building Strengthening
Barraud St Toilet Renewal 130 To revisit as part of 2021 LTP
The full Statement of capital expenditure is contained in the Draft Annual Plan 2020/21 – Financials – Note 1. This will be uploaded to the Council Dashboard for reference
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8. Financial Strategy Limits and Revenue and Financing Compliance
8.1 Financial Prudence Benchmarks
The table below displays Council’s planned limit as per the Draft Annual Plan 2019/20 against its Quantified Maximum limits set in the Financial Strategy.
The proposed rates increase of 5.97% exceeds the maximum limit of 4.20% and represents the significant investment on improving & maintaining infrastructure, and being proactive in enabling growth to occur.
Council complies with all of the debt limits set in the Financial Strategy. The debt limit with the least headroom is liquidity, with $2.6 million headroom in the 20/21 Annual Plan. However, this was expected in the Financial Strategy. If an unplanned event occurred (such as a major earthquake) Council has options to increase its liquidity either through a larger standby loan facility, or re-prioritising planned projects if required.
Council has also set lower benchmark limits than LGFA (Local Government Funding Agency) covenants. The LGFA limit for net debt as a percentage of total revenue is <170% compared to Council’s limit of 100%. This allows for significant future headroom and also ensures the cost of debt is maintained at an affordable level to ratepayers.
8.2 Revenue and Financing Policy
Council has set funding limits by way of the Revenue and Financing Policy in the 2018/28 Long Term Plan. Where Council does not comply with these limits, it must formally approve those that fall outside the policy limits. Those not complying are highlighted in the table below:
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Rates Actual Fees and Actual Grants and Actual Policy percentage charges percentage Other percentage Policy revenue Policy Cemeteries 70%-80% 65% 20%-30% 34% 0%-5% 2% Animal control 10-20% 25% 80-90% 75% - 0% Footpaths 100% 69% - 31% Parks and Recreation 85%-95% 83% 0%-5% 5% 5%-10% 12% Grounds Solid waste management 70%-80% 55% 20%-30% 40% 0%-5% 6%
The reasons and required action are noted in the table below. These will need approval as part of adopting the Annual Plan:
Activity Reason
Solid Waste Management Council increased fees and charges significantly in 2019/20 for refuse disposal to fully recover the costs incurred for providing this service.
Additionally, Government policy changes will see a significant increase in the waste levy grant Council receives for waste minimisation initiatives.
Action Required: This will require Council to revisit the Revenue and Financing Policy in the 2021/31 LTP.
Animal Control Council has significantly increased the level of service for Animal Control in recent years, whilst only making small incremental fee changes.
Action Required: This is year two of a three year programme to increase the user fees to address this non-compliance.
Footpaths New Zealand Transport Agency has extended its Funding Assistance Rate for roading to also include footpaths. This was announced after the adoption of the Revenue and Financing Policy and is beneficial to ratepayers.
Action Required: This will require Council to revisit the Revenue and Financing Policy in the 2021/31 LTP.
Parks and Reserves Council is receiving grant funding from the Provincial Growth Fund for the walkway and cycleway strategy project. This is a one off grant and is beneficial to ratepayers.
No Action Required
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Activity Reason
Cemeteries Fees & charges are slightly higher based on historical trends of cemetery plot sales. If demand for plots were to drop marginally then this activity would comply
No Action Required
9. Balanced Budget Requirement
Section 100 of the Local Government Act 2002 requires Council to ensure that for every year of the Long Term Plan, its projected operating revenues are set at a level sufficient to meet its projected operating expenditure. This is known as the balanced budget. Council may set projected operating revenues at a different level from that required, if the Council resolves that it is financially prudent to do so.
Council has not balanced its budget in the Draft Annual Plan, consistent to the 2018 LTP. The main driver for this is Council’s funding of asset depreciation. Council does not fully fund depreciation due to:
Maintenance and renewal costs of roading are funded (66%) by NZ Transport Agency by way of a subsidy. Council only rates for its share of the depreciation expense being 34%. The housing activity is self-funding from rental income. This activity continues to build reserves sufficient to renew and upgrade housing assets in future years. The annual rental income is sufficient to cover operational expenses. Some assets will not be identically replaced due to a change in needs. An example of this is replacing a multi-story building with a single-story building. Hence, Council will only fund for the estimated replacement cost of a single story building.
10. Conclusion
10.1 The Draft Annual Plan 2020/21 has a rates increase significantly higher than the rates limit in the Financial Strategy, requiring formal consultation. The issues and challenges facing Council however are consistent with the Financial Strategy. Prioritisation of work programmes has taken place to arrive at the proposed rates increase, with projects associated with enabling growth being the remaining area that Council want to progress, but has options that it can provide to the community.
10.2 It is noted the Draft Annual Plan 2020/21 has been prepared prior to the escalation of the COVID-19 virus pandemic.
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10.3 The Draft Annual Plan, Consultation Document, and Fees and Charges Schedule 2020/21 are presented to the Council for adoption, as recommended by the Audit and Risk Committee.
11. Recommendation
11.1 That the report from the Finance Manager dated 19 March 2020 concerning Adoption of Council's Draft Annual Plan 2020/21 (as circulated) be received, and
11.2 That the recommendation regarding this matter is recognised as being significant in terms of Council’s Significance and Engagement Policy, and
11.3 That in accordance with Section 100 of the Local Government Act 2002, the Draft Annual Plan 2020/21 budgets have been prepared based on reasonable judgement and assumptions, and it considers the projected financial results, including the projected operating deficit (section 8.1.6) to be financially prudent given its financial position, and
11.4 That the Consultation Document and Draft Annual Plan and the Fees and Charges Schedule for the 2020/21 financial year be adopted for consultation as recommended by the Audit and Risk Committee (subject to the correction of any typographical errors or changes which may be required), and
11.5 That Council acknowledges that the activities of solid waste management, animal control, footpaths, parks and reserves and cemeteries fall outside the funding limits of its Revenue and Financing Policy as outlined in section 8.2 of this report.
Attachments
1⇩. Consultation Document - "A Range of Opportunities"
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Report
Date : 19 March 2020 To : Mayor and Councillors Tararua District Council From : Blair King Chief Executive Subject : Staff Report Item No : 11.4
Reason for the Report This report is to update Councillors on key projects and items of interest over the period from 18 February to 17 March 2020.
Key Points Water shortage and district wide drought
The Ruahine Ranges that supply the surface takes for Woodville, Dannevirke and also replenish the bore that Norsewood relies on, are still receiving abnormally low rainfall.
We have stepped the Emergency Operations Centre back to a project coordination level, to reflect progress with - Harvesting over 30,000m3 back into the Dannevirke Impounded Supply, using the extra 11 litres/second drawn from the Tamaki to avoid town running out of water
- Having the emergency pipeline laid in the Kiwirail Corridor between Allardice Street and the Alliance Processing Plant to enable rail tankers to offload drinking water sourced from Palmerston North if the drought continues through April and the river cannot supply 54 litres/second.
- Completing a waiting list of households that had run out of drinking water, within a 50km travel distance of Norsewood or Dannevirke, who were supplied using certified water tankers owned by the respective Volunteer Brigades
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- Planning for an emergency daily infusion of water from Palmerston North into Woodville Reticulation supplied via Kiwirail, if the Woodville Impounded supply drops to 11 days left (currently between 20 and 30 days dependant on demand)
- Preparing the paper for Horizons Regional Council outlining the background to our exceedance of takes for Dannevirke and Woodville townships as required by legislation
- Coordination with the Rural Support Trust on farmers who draw water from our pipelines, helping them cope with a maximum 11,000 litres/day for stock welfare.
- Rolling out another 80 “internet of things” water meter readers that transmit accurate data for each high user to a receiver at Council
Costs for this event are being coded against either operational (for example leak detection and repairs), or capital (for example emergency pipeline), and will show through on the 2nd and 3rd quarter financial update. COVID 19
We have an internal team using national Pandemic Guidance to ensure we continue to have the staff capacity to meet statutory requirements such as Drinking Water, completing our Annual Plan process, deliver Building and Resource Consents, and manage staff well-being.
One of these steps is to reduce the offices and work areas that are open to the public, and increase the controls on ensuring distance between staff and public. If we receive notification from the Ministry of Health of a confirmed case in Tararua, we have the ability to further restrict access as needed to ensure minimal impact on staff operational capacity.
There are statements being made in some cities that Councils should reduce the rates rise shown in the draft Annual Plan, or offer significant concessions on the payment and penalty rules set via resolutions. It is not feasible to amend the draft Annual Plan being released for consultation, if Council is to meet the deadlines set in the Local Government Act. Instead, Council can consider these impacts when it assesses submissions in May 2020.
The Department of Internal Affairs is assessing what mandatory requirements could be relaxed, for example the 20 day processing requirement on consents during this crisis. However, the drivers for the rate rise shown are all related to new Government Policies such as liquification assessments, Drinking Water standards and similar that have not been deferred at this stage.
Local Governance Statement
Section 40 of the Local Government Act requires the Council to prepare and make publicly available a local governance statement which includes information concerning its functions, powers, bylaws, electoral matters, members roles, governance structures, meeting processes, consultation policies, policies in relation to Maori, management and employment
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policies, key approved planning and policy documents, systems for public access to the Council and its elected members, and processes to request official information.
A local governance statement must be issued within six months after each triennial election. In accordance with this statutory requirement the local governance statement has been completed, and a copy can be accessed through the Council’s website on the ‘Your Council’ page.
Local Government Members (2019/20) Amendment Determination 2020
At the Council’s December meeting consideration was given to recommending to the Remuneration Authority the proposed basis to allocate the councillors remuneration pool of $313,344 they determined as the value for the 2019/20 financial year following the election.
Council resolved to recommend remuneration of $49,094 per annum for the deputy mayor and $37,750 per annum for councillors. These amounts acknowledged the new structure adopted for committees involves all councillors as members, their associated roles and appointments held in representing the district on various external committees, community boards and community committees and liaising with rural communities.
The Remuneration Authority has now issued the Local Government Members (2019/20) Amendment Determination 2020, and this included approval of Council’s recommendations for the payment of councillors remuneration as proposed.
These payments were backdated to 22 October 2019 for councillors (being the date of commencing office following declaration of the election result), and 1 November 2019 for the deputy mayor (being the date of making that appointment).
Sealing of Documents
The Mayor and Chief Executive signed the following document under Council’s common seal:
Deed of licence for Victoria Domain Recreation Reserve with Mayfield Farming (2018) Limited
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The Alliance Executive Summary
The Tararua Alliance have had a very busy month with a large focus on supporting the council’s efforts in response to the Tararua water shortage crisis while still continuing business as usual work.
The team have actively participated in the councils’ response to the drought conditions within Tararua. As Dannevirke appeared as a major concern our operations team have been working with the outputs of the leak detection survey to ensure all leaks are repaired in order to stem any wastage of water due to the network. We have had team members working within the Emergency Operations Centre while it was open to ensure our response was able to be targeted appropriately to help and to perform specialist data analytics to determine appropriate demand.
Our team has turned the contingency plan for using Palmerston North treated water and supplied via Kiwirail, from concept into reality. The first plan was for Dannevirke to receive 10 wagons of water per day which would then be piped about 3.5kms to a reservoir at the Alliance Meatworks to reduce the meatworks’ demand on the rest of the network and subsequently allow the remaining town supply of water to go further. The planning involved in this was substantial and due to requirements around working in the rail corridor and that this work is well out of normal required bullet proof safety and logistical plans approved in record time by KiwiRail and Downer senior management. The local team were able to call in favours within the Downer world to bring in subject matter experts from as far as Gisborne and Wellington to ensure the Safe Working Method Statements met all required standards. The initial stages of this plan are currently underway with pipe being laid along the railway line in case the supplementary water is required.
The second plan is to supplement the Woodville supply in a similar way. Investigation, planning and risk assessments are currently underway to ensure that we can get the logistics and permitting sorted for this scheme quickly as well. While a shorter delivery length to offload this water into the reticulation network, there is still a large workload required to ensure this plan can go ahead smoothly.
Our business as usual continues as well with the Road routine maintenance teams having had very few Customer Requests this month – with such dry weather the roads are holding together quite well. Our pavement and drainage teams have utilised the fine weather by working on next years’ pre-reseal repairs and preparing some of our vulnerable sections of the network for winter. Our renewals teams are getting close to the end of their seasons with resurfacing renewals and our major pavement rehabilitation programme almost complete. Those teams have been slowed down a little due to them assisting with some large emergency works sites that have required pavement and sealing.
As well as all that, our asset management and design teams continue work on planning for upcoming works and on the Long Term Plan and Asset Management Plans.
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Performance
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Plant and Property Executive Summary
The Plant & Property team would like to introduce our new team member Ivan Henson.
Ivan is returning to work in the Tararua District. He is a home grown Woodville boy who has decided he would like to put something back into the district he grew up in. Ivan is an experienced qualified Water & Wastewater Treatment Operator. We are very lucky to obtain his services to add to our treatment staff.
Staff attended the Hawke’s Bay Regional Waste officers meeting.
Some of the main points of discussion were: Challenges with Contractors over Xmas / Holiday period levels of services across the district was a common challenge. A mountain of recycling and glass and a struggle to process it at site. Staff resource at work sites.
Government/NZ wide issues
Waste Levy Consultation Ministry for the Environment (MfE) Advertising for 3 senior policy analysts for waste minimisation fund. This indicates that waste levy expansion is likely to occur. National Environmental Standard for Tyres mainly effects regional councils but could impact on the volume of tyres collected at council facilities awaiting processing or transport. All Councils to check for impacts on them. Standardising recyclables at kerbside. A national project to be completed by end of May for types of recycling collected and a range of methodologies for collection. MfE is after a minimum viable product to go live with. Regional hui in April to get Councils, collectors and processors to understand challenges and uniqueness of the region. This will feedback into final report to MfE. Organics and rubbish to be included in the project. Rethinking Recycling campaign will cover a national website and education to promote correct recycling.
Problematic waste streams Polystyrene Food Waste –would still like to find a better solution than landfill. Treated Timber challenges from the construction and horticulture industry. Need to consider wider environmental impacts. Textiles – Lithium Batteries – 3 truck fires in Auckland in past month. Higher priority than e-waste.
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Swimming Pools All swimming pools have had a good season with good numbers during the hot weather. As the days have now cooled off, numbers have decreased and the pools are finishing their season.
Woodville closed on the 8th March, Pahiatua and Eketahuna closed on the 15th March. Waihi Falls Track Upgrade This project finished on the 22nd February and took just 3 weeks to complete. After having trouble finding specialist track builders to complete the job it was undertaken by two local contractors – Mark Turton Fencing and Bruce Hunt Contracting. We have had some very good feedback in regards to the new track.
District Water The hot and dry weather looks like continuing on through March with not a lot of rain predicted. Overall Businesses and Residents have been very helpful with conservation while the water restrictions that have been in place throughout the district.
Dannevirke Council is still on emergency water take from the Tamaki River for the town supply. With the exceptional help in conservation from the public our treatment staff have been able to harvest water most days, to enable lifting the water storage level slowly in the impounded supply.
Some of the continued work being carried out Continued prompt Water leak repairs Dannevirke Extraordinary users being monitored
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Investigation of high users in the last 3 months- some being followed up for potential on property leaks. Close analysis of town daily water usage
Woodville Council has been able to take water a couple of times this month with small amount of rain allowing the Mangapurupuru Stream to creep over 24 l/sec allowing our operators to take water for a short period of time. Otherwise the water to the town has been supplied solely from the Impounded supply since mid -January. Residents have been extremely diligent with their water use as we have been averaging around 900m3 per day. If this trend continues we have approx. 20-25 days storage level in the impounded supply storage.
Norsewood As there has been no rainfall to replenish residents on property tanks the Council’s bore supply has been supplying all necessary water to the households. This has initiated Council to seek a temporary Resource Consent from Horizons to take more than 50m3 per day to keep up with the demand. Residents are actively seeking to reduce the daily usage.
Pahiatua & Eketahuna Continuing monitoring of town water usage and the need for water conservation continues. River water source levels have been more favourable than the rest of the district with small spasmodic amounts of rain in the Tararua’s helping the cause.
Public Conveniences A full district public convenience survey is underway from staff. The items covered in the survey are. Facility Street & Town Location Contract or Service agreement Standard Cubical Disability Cubical Urinal / Urinette Convenience Type, Standard / Dry Chamber / Septic Tank / Exeloos etc. Baby Change Table Sanitisers Door Issues for wheelchairs Automatic Doors
Public Conveniences & Contractors - COVID-19 prep Noel APB Packing dropping off a key for the Admin Building – paper hand towel dispensers. Order a couple of slim line paper hand towel dispensers for the Business Network as none in toilets only a towel. IT sorted on Friday. Collating number of foam soap dispensers currently for Public Toilets, this currently looks to be in excess of 25 dispensers. Noel APB to advise me when they are in.
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Just finished meeting with Archers Handyman re Pandemic Prep and cleaning contract in general. Have been in touch with Neale Johnson around Pandemic Prep and Lower Domain toilets. Working with OCS has foam soap dispensers in stock (follow up from meeting) x 8 from Dannevirke Public Conveniences Contract. Gary Groombridge (Eketahuna Plumber) fitting sink at Alfredton Domain this week. Also installing soap dispensers in Eketahuna. Due to touch base re Pandemic Prep with smaller contractors/cleaning staff. Dannevirke, Eketahuna, Woodville, Pahiatua meetings now completed.
1. Recommendation
1.1 That the report from the Chief Executive dated 19 March 2020 concerning an update on key projects and items of interest to the Council (as circulated) be received.
Attachments
Nil.
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